These instructions are located in the IEP/Outreach/Stubase Database, the link for which is under Eductor Resources on this web site. To access it, enter the account name and the password for the school location you service. When the next screen appears, push the RED X in the upper right hand corner of the screen. You will then see a screen that will give you a selection of choices IEP, OUTREACH and STUBASE. Select Stubase. The next screen will say Tri-County Special Education Fee-for-Service.
This screen requests a 7 digit ID code. You will be issued a 7-digit ID number for your use only. This number is given upon request by the Medicaid Direct Service Claims Coordinator. DO NOT share this number with anyone. With this number you will be the only one to access your service logs except for the Medicaid Direct Service Claims Coordinator. If you work under the direction of a supervisor than it is important that you make a copy of the service log once you have completed it and give this to your supervisor.
If there are pertinent messages you will need to see before beginning the service logs, they will be shown on this page. Please read the message board each time you enter this screen.
Click onto the blank space to enter the 7 digit number.
When done, click on the box with the word “Enter”
The next available screen is the Student Info screen. Only the students who are residents of the district/school you selected or who are attending in your district/school will be available to you based upon the initial account name/password you used when you entered the program. If a student you service is not listed please contact your TAS (Technical Assistance Supervisor) or Joanie at the central office, 618/684-2109. You will not be able to enter any service logs on that particular student until one of the above personnel enter or change the student data information for that student.
You may do an Enter Find to locate the student. You may use only a few letters of first and/or last name then push the Perform Find button. We discourage using the complete name since you may be spelling it differently than we have it listed in Stubase. We use the Medicaid legal name in this area, it may not be the same or spelled the same as in the IEP or in daily classroom use. For example, one student we have goes by Martha all the time but her legal Medicaid name is Sonia. If you know another name may be used, type in part of the last name when trying to locate, you do not have to type in both names, but you may then have to use the arrow up or down buttons after pushing the Perform Find to locate the correct student with that name. Please check on each of your students each month, a number may have been located for them or Medicaid service for them may have been discontinued since the last entry you made.
The only entries you must do on this page are the month and year. This is the 2006-07 school term so be sure this is correct. After you have the correct month and year, please push the SAVE button. If you are not
listed as a practitioner in the area below, please press NEW, your code and name will appear below. Click on the Edit button to move to the Service Log Screen. As before if there is no Medicaid number listed for this student, no service log is necessary and you will not be allowed to go to the next screen. If you feel this student does have a Medicaid number and if there is nothing noted in the Note box, then contact Audrey Dempke at 618/542-5954, e-mail at adempke@tcse.jacksn.k12.il.us or fax at 618/542-8592. The student will be rechecked for a Medicaid number and you will be notified if a number is found.
After you clicked on the Edit button, the Tri-County Special Education Medicaid Service Data screen appears.
Verify “Location of Service”. If the location of service is not the placement school, please remove the placement school in the first field by using the pull down listing of placements. If none of them are correct go to a blank space, and click.
In the second field under the original placement line, type in the correct location. Example: Tots Play Center Murphysboro. Always put the name of the town where located. We must always have a facility name and a city/town listed.
Click into the first row and enter the first date of the reporting period. If there is no first row (web users), click “New Date” located on the far right. This will open up a blank row for data entry.
Enter the date of service, units, procedure code, service type, notes (if any) and diagnosis. Use the pull-down arrows to select procedure code, service type and diagnosis code. If no diagnosis code is listed or incorrect for your services please change. As a PT you may service the student because of CP but the speech therapist may service the student for Language problems and the social worker may see them for behavior issues.
Click “Save” to the far left in the row of the information you just entered.
To complete another date entry, you may click “New Date” and begin fresh OR you may click “DUP” adjacent to an existing entry. If you click “Dup”, a new row will appear at the top of the listing and a new date must be entered. All other information is duplicated. The duplicated information may be edited as well. Please be sure and Click “Save” each time.
If, for some reason, you need to delete a row, first click into the row, then click “Delete” to the far right in the same row. You will be asked if you are sure you want to delete, you click on Yes or No.
If you need help in determining the Units, click on the button over the column of Units. This will take you to a help screen. Lick “Go Back” to return to your service log data entry.
Type in a signature date (date you entered last entry for the month).
You may preview or print your Service Data Log by using the buttons on the far right. You must use “Web Preview/Print” only. The other buttons are for FileMaker users not web users.
If you have a supervisor, you must type in their name and title. Example: Martha Peebles RN. Please do not use periods or commas in this program.
Click on box that says “Check if form is final and ready for invoicing” if you are done with it completely.
IMPORTANT! Click on the SAVE button.
If you wish to enter another service log for a different student, click on the Student Data button. It will take you back to the prior screen and you may select another student.
If you are done with entering service logs, then you may click on “Exit Application”, this will take you to the screen that gives you the choice of IEP, Outreach or Stubase. If you do not wish to go to another area, then click on Red X.
If you need to input service logs for students in another district/school location you must completely leave the web site and then go back into it and log in with the account number and password for that school.
The reason the SAVE buttons are so important is that if you are interrupted during the entries you are making or lose your internet connection, the information you have imputed to that time will have been saved.
Medicaid Service Log Instructions
These instructions are located in the IEP/Outreach/Stubase Database, the link for which is under Eductor Resources on this web site. To access it, enter the account name and the password for the school location you service. When the next screen appears, push the RED X in the upper right hand corner of the screen. You will then see a screen that will give you a selection of choices IEP, OUTREACH and STUBASE. Select Stubase. The next screen will say Tri-County Special Education Fee-for-Service.
This screen requests a 7 digit ID code. You will be issued a 7-digit ID number for your use only. This number is given upon request by the Medicaid Direct Service Claims Coordinator. DO NOT share this number with anyone. With this number you will be the only one to access your service logs except for the Medicaid Direct Service Claims Coordinator. If you work under the direction of a supervisor than it is important that you make a copy of the service log once you have completed it and give this to your supervisor.
If there are pertinent messages you will need to see before beginning the service logs, they will be shown on this page. Please read the message board each time you enter this screen.
Click onto the blank space to enter the 7 digit number.
When done, click on the box with the word “Enter”
The next available screen is the Student Info screen. Only the students who are residents of the district/school you selected or who are attending in your district/school will be available to you based upon the initial account name/password you used when you entered the program. If a student you service is not listed please contact your TAS (Technical Assistance Supervisor) or Joanie at the central office, 618/684-2109. You will not be able to enter any service logs on that particular student until one of the above personnel enter or change the student data information for that student.
You may do an Enter Find to locate the student. You may use only a few letters of first and/or last name then push the Perform Find button. We discourage using the complete name since you may be spelling it differently than we have it listed in Stubase. We use the Medicaid legal name in this area, it may not be the same or spelled the same as in the IEP or in daily classroom use. For example, one student we have goes by Martha all the time but her legal Medicaid name is Sonia. If you know another name may be used, type in part of the last name when trying to locate, you do not have to type in both names, but you may then have to use the arrow up or down buttons after pushing the Perform Find to locate the correct student with that name. Please check on each of your students each month, a number may have been located for them or Medicaid service for them may have been discontinued since the last entry you made.
The only entries you must do on this page are the month and year. This is the 2006-07 school term so be sure this is correct. After you have the correct month and year, please push the SAVE button. If you are not
listed as a practitioner in the area below, please press NEW, your code and name will appear below. Click on the Edit button to move to the Service Log Screen. As before if there is no Medicaid number listed for this student, no service log is necessary and you will not be allowed to go to the next screen. If you feel this student does have a Medicaid number and if there is nothing noted in the Note box, then contact Audrey Dempke at 618/542-5954, e-mail at adempke@tcse.jacksn.k12.il.us or fax at 618/542-8592. The student will be rechecked for a Medicaid number and you will be notified if a number is found.
After you clicked on the Edit button, the Tri-County Special Education Medicaid Service Data screen appears.
The reason the SAVE buttons are so important is that if you are interrupted during the entries you are making or lose your internet connection, the information you have imputed to that time will have been saved.